POLYTINT CARDS LIMITED
Design Co-Ordinator/Stock Controller/Customer Liaison Administrator
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Company Description
POLYTINT CARDS LIMITED is a design company specialising in the creation and production of high-quality cards and related products. The organisation is focused on craftsmanship, visual design, and attention to detail, offering customers distinctive designs. Team members collaborate closely across creative and operational areas to bring designs from concept to finished product. The company values reliability, organisation, and a commitment to supporting the creative process through efficient administration. POLYTINT CARDS LIMITED provides a professional environment where administrative staff play a key role in smooth day-to-day operations.
Role Description
Design co-ordinator/Stock Control/Customer Liaison administrator
This is a full-time, on-site role based in Bourne End.
Hours:
- Mon-Thurs 8.30am–5pm
- Friday 8.30-4pm
Benefits:
- 26 days holiday + bank holidays
- Free Parking
Major Responsibilities
Telephone Reception Skills
- You will need to have an ear to the ground and be aware of everything that’s going on in the organisation, from knowing which important meetings will be taking place to co-ordinating deliveries and organising designs created in the studio.
Daily Tasks:
- Meeting and greeting clients. Booking meetings. Arranging couriers. Keeping the reception area tidy. Answering and forwarding phone calls. Screening phone calls. Sorting and distributing post.
- Customer Management/Liaison.
- Issuing product docu-plans which details by SKU full design and category analysis, volumes, cost prices, margins, barcodes, product codes and benchmark styles.
- When product selections come in you will be responsible for receipting the orders and returning all relevant information detailed above.
- Key customer liaison with buying assistants and product managers to ensure all information supplied is correct and up to date on a rolling basis.
- Responsible for ensuring all new/generation/replan information and samples are distributed.
- Will be responsible for responding to emails so need to be able to compose emails that are grammatically correct with no spelling errors and attachments etc.
- Provide full seasonal performance reports detailing volumes, sales and sell throughs.
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Stock Control Management
- All Clients generate orders through a Brokerage system. The orders are received individually from the Brokerage warehouse. Brokerage ship all card orders to our customers Tesco, Sainsbury’s, RNLI and Asda – we send out our cards to them and they will distribute to their stores. Clintons orders are sent direct to stores.
- We are looking for someone who has excellent attention to detail and is accurate in their work. Need to be numerate and able to pick up new systems and processes quickly to ensure there is always a limited amount of stock to meet orders but to also not allow for overstocks.
- There is an in-house system we use which is bespoke to our business that training will be provided on.
Barcode/Sample Creations
- Responsible for issuing numbers and barcodes for cards which match up to specific price bands. The codes issued then need to be logged onto the in-house system as a record and shared with Brokerage.
- New cards, design in-house management of design presentations and merchandising of mock-ups and trend boards.
- Purchasing/sourcing materials for card/gift bag mock-ups.
- Responsible for checking artworks for grammar, spelling and correct attachments etc.
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Ad-Hoc Duties
- As you develop in the role you may be required to cover others in the office when people are on leave etc so you need to be flexible and adaptable. This could include order processing and responding to telephone inquiries etc.
Major Clients: Polytint have major clients including Clintons/Tesco/Sainsbury’s/Asda/Dunelm/RNLI.
Requirements
- Strong Administrative Assistance and Clerical Skills, including document preparation, filing, and data entry.
- Professional Phone Etiquette and Communication skills for handling calls, emails, and in-person inquiries.
- Proficiency with office software (e.g. Word, Excel, Outlook tools) and basic computer literacy.
- Excellent organization, time management, and attention to detail in a busy office environment.
- Ability to work on-site in Bourne End, collaborate with diverse teams, and manage multiple tasks simultaneously.
- Prior experience in an administrative or office support role; experience in a creative or fine art setting is an advantage.
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